Submitting a Bid

Low-Value Competitions

The CRD uses informal or written quotation processes for small value competitions, for goods and services under $75,000 and construction under $200,000. On occasion, CRD will advertise these competitions, but in most cases staff approach suppliers directly.

Requests for Standing Offer

We issue Requests for Standing Offer (RFSO) by way of public solitation or direct award, to pre-qualify vendors for future work where we know we need goods or services but do not know much we need. We typically qualify for a two year period with up to three one year extensions at mutually agreed rates. In your response, let us know how you would meet the requirements and the associated costs. 

Tenders and Proposals

An Invitation to Tender (ITT), Request for Proposal (RFP) or Invitation to Quote (ITQ) outlines our goals for a project or purchase and all requirements. CRD purchases on a “best value” and not “lowest price” basis, meaning we consider a variety of factors – such as ability to complete the work and safety record, not just price – when reviewing submissions. 

Information on submitting quotations, proposals, and tender documents can be found in each opportunity.

Tender and RFP Directions

Always follow the directions outlined on the competition. Some require a paper submission, and some have other special requirements such as electronic bonding. We do not accept late submissions. 

Supporting Materials & Bonding

We ask for and contact references, both external and internal. 

For construction valued at more than $200,000, typically bid security – a bond, irrevocable letter of credit, or a certified cheque – must be provided. Check the terms of each competition to determine if bid security is required. 

If you are successful, you must be prepared to enter into labour and materials and performance bonds with CRD as the obligee. Depending on the nature of the work and the value of the construction project, in some cases we require a letter of credit for the warranty period. 

WorkSafe BC Requirements

A clearance letter confirms that a business is registered with WorkSafe BC and paying its premiums. Prior to commencement of work, except in limited circumstances, we must have proof of WorkSafe BC registration in the form of a clearance letter addressed to CRD. If exempt from WorkSafe BC registration, proof of exemption is required.

Insurance Requirements

All contracts require the supplier to provide and maintain insurance coverage. Typically, this means: 

1. Commercial General Liability Insurance in an amount specified by the CRD and based on the level of risk (typically $3,000,000.00).
2. Naming the CRD (or its related entities) as an additional insured.
3. Automobile liability insurance in an amount not less than $2,000,000.00 for any licensed motor vehicles used in connection with the contract.

Construction contracts over certain values may include Builder's Risk, Wrap-up Liability, Boiler and Machinery, and other coverages. 

Professional Service Providers may need Errors and Omissions insurance or insurance through their professional organization (e.g. Engineers, Architects, Construction Managers, etc.).

Coverages typically vary depending on the nature and expense of the work. Those operating a water or aircraft will need applicable insurance or riders on their policies. Those firms working in forested areas may need a firefighting endorsement.

You do not need to obtain insurance prior to an award of contract or to participate in a procurement process. However, if you cannot obtain insurance prior to entering into a contract with CRD, no contract will be awarded and work must not commence. In obtaining insurance, take the contract’s insurance requirements to your insurance broker.

Questions on Submissions & Connecting with Potential Vendors

Each solicitation has a contact person assigned to answer questions. For informal quotes, the contact is the staff member who sent the quote request. 

Some opportunities set up a conference call, walk-through, or site visit. Such walkthroughs are beneficial for potential sub-contractors, who can connect with other potential bidders even if they do not have the ability to submit a bid for the whole of the work themselves.

Please do not lobby or contact individual directors or staff other than those individuals identified in the quotation. CRD’s solicitations contain “no lobbying” provisions which may render a firm ineligible from the competition should it engage in such activities. 

Typical Terms and Conditions

CRD does not typically enter into contracts on vendor’s contract terms outside of goods or software purchases. It utilizes its own procurement forms and contract conditions.

For most awards done through an RFP process, the CRD is open to commercially reasonable changes provided they respect the interests of the regional district. We do not alter ITT terms after a competition. 

While we appreciate that many vendors and industries have positions on various contract terms, and while the CRD may make concessions that are fair and benefit the residents of the regional district, we will respectfully not engage in multiple rounds of negotiations on such terms. 

Steps on Award

If you are awarded a contract, you need to  ensure you are set up as a vendor with the CRD and are able to commence work. This requires your firm to:

• Sign a contract with the CRD and receive a signed contract in return (or alternatively, be issued a Purchase Order with terms and conditions);
• Furnish CRD with insurance and WorkSafe BC letters;
• Provide bonds, letters of credit, or other security (if applicable); and
• Get a SAP purchase order number from the CRD project representative (if applicable).

If you have a multi-year contract, please set a calendar reminder to provide updated insurance and WorkSafe BC letters to the CRD in advance of the anniversary date of each year of the term. A failure to do this does not forgive your firm from the responsibility to have such insurance in place and may expose you to a potential breach of contract action from CRD should an incident resulting in an insurance claim occur.

When to Start Work

Do not start work until a contract has been executed or your company has received a purchase order with terms from us. Any materials provided or work done prior to a completed contract or Purchase Order issued with terms and conditions is at the vendor’s sole risk. 

Submitting an Invoice

Submit invoices to accountspayable@crd.bc.ca. Confirm each item on the invoice matches up to each item on the purchase order. Always include the correct PO number (if any), the name of the CRD Project Representative, and copy the CRD Project Representative.

What Should Be Included in My Invoice?

Your contract will list specifics of what to include in an invoice. Typically the following is required: 

• Vendor Name on Company Letterhead
• Invoice Number
• Invoice Date
• Purchase Order Number
• Remit To Address
• Full Ship-To Address:
• CRD Department/Division
• CRD Contact
• Service Location Address
• Total Amount
• Subtotal Amount Before Tax
• Tax Amount
• GST Number

In most contracts, invoices are paid thirty (30) days from receipt.

Receiving Payment

Your contract will set out a payment and invoicing schedule, typically monthly. Typically, CRD does not provide an advance on services, goods, or construction, and pays only when goods, services or construction are delivered. On rare occasions, milestone-based payments or advances are available.

Depending on the nature of the work,  there may be a holdback for acceptance purposes, or for construction contracts, under the Builders Lien Act (BC). 

What if I am unsuccessful?

Bid results for winning awards over $75,000 for goods or services and $200,000 for construction are posted on the BC Bid or CRD Business Opportunities portal within 72 days from the date of award. 

The CRD does not regularly release all bid values, unit prices, or proposals. This information can be obtained by filing a Freedom of Information request.

Applicants participating in an RFP process can request a debrief, a discussion about the strengths and weaknesses of the proposal and how they could improve for future opportunities. 

The CRD will not release unit rates, other proponent names, or provide information on other firms bidding.